How to fill in employee records

You can upload or update employee data using the import

The import allows you to bulk upload a list of employees into Aptien and you do not have to waste time entering it one by one. You can fill an Organizer with items or update the items in the Organizer. You can import data into any Organizer. All you need is an XLSX file and data inside it. It is important to realize the quality of imported data is based on the quality of your source. If you import low-quality data from the Excel table, that's what the system will contain.

How to import employee data into Aptien

Preparation the list of employees

First, you must prepare the Excel file with all the data you want to import into Employee organizer. Columns in Excel are like fields (details) in the Organizer, and rows are separate records.

1 row in the file's table = 1 item

Recommendations for employee import

We recommend that you first prepare or modify the structure of all employee data. To avoid having to manually create a template for import, we recommend using our data export function to get a template of the necessary data. To obtain a template using the export, you must have at least one item established in your records. Each detail is exported to a separate column, the column name is the same as the detail name in the organizer.

When you are going to create the table yourself, prepare it so that its structure and naming of columns correspond to the structure of the Employee organizer. And not only that. It is recommended that you name the columns in the source table the same way you have named the details (fields) for the employees. If you label the columns correctly, the system will automatically offer you the correct details to pair. If the detail you entered is not recognized by the system, it will automatically set the "skip column" and you must manually set the detail or create a new one.

If you follow these recommendations, you will be more familiar with the import and reduce the chance of making a mistake. To make sure you have quality data in your system and everything goes well, we recommend paying attention to the following rules

1. Edit the cells in Excel, so the format matches the one you use in Aptien for the detail. This is recommended, so the importing process is finished without any errors. If the cells are not in the same format as the detail, your import might import data differently than you wanted. The process is not at fault, but the preparation is
2. Watch out for spaces in front of or after the text (wrong: " date of signature", correct: "date of signature")
3. Watch out for spaces in front of or after the column's name or the cell's value
4. The cells must not contain any formulas
5. The column's name must not contain quotation marks
6. Watch out for hidden rows (because of a filter): the import tool imports all the rows in the table, whether they are visible or not at that moment

The import of the employees

To import your data in the employee organizer, click on the import icon at the bottom of the list.

The import wizard will take you through the process:

1. Select or drag the source file with the data

2. The wizard shows a preview of the table

3. Select the row containing the column names. It is usually the first row of the table

4. Select the column containing the names of the items. It is an important decision because these will be the names of your items
5. The system matches the details with the columns based on their names. If the columns do not match, you have to select the actions for the columns manually. You can choose to create a new detail

Check and import deletion

Check your imported data. If you made a mistake, you could use the import history to delete the import and start over. The button is in the bottom bar of the item's list. Proceed by pressing the "Delete" button.

How to use import to update employee data

The import upload procedure is always the same. To update the data, it is necessary to have an extra Aptien ID column in the table for correct matching of items, for updating we recommend editing the data in the table exported from our system. To update the data we recommend exporting only the details (columns) that you need to change, here you can learn how to export the data

• When updating the data, the item names still serve as the key, i.e. the item name (point 4), the items are identified by the Aptien ID column in the last step
• If the table does not contain an Aptien ID column or the Aptien ID is not filled in, the system creates a new employee
• Automatic code (prefix) is not part of the name